Turn meeting notes into a handoff someone can use

Start with the person receiving it

A teammate who missed the meeting rarely needs a play-by-play. They need enough context to make the next decision or do the next task. Before you write anything, name the recipient and what you expect them to do.

Take a website launch. The designer needs the agreed page structure, the missing assets and the next review date. The sponsor needs the scope decision and any risk to the launch date.

Same meeting, different emphasis. Either way, link back to the full record.

Open the meeting and pick a recap shape

In Bridge, go to Meetings → Completed and open the meeting. The Notes tab has structured notes: a summary, decisions and follow-ups. The Conversation tab has the transcript, plus the recording when there is one.

Recap templates use the transcript to reshape the notes. Pick one from the recap template dropdown, or create your own in Preferences → Recap Templates. Choose the shape that fits the recipient's job. One summary format won't suit every handoff.

A handoff structure you can adapt

Use this outline for a custom recap template or a separate handoff note. A template won't always fill every field correctly. If something is missing, mark it as open rather than guessing.

A good decision entry might read: “We chose a two-page launch site because the product screenshots aren't ready. Pricing changes weren't discussed.” It keeps both the choice and its limits. “Two pages approved” leaves the next person guessing.

Check commitments before you send

Read the handoff against the conversation. Watch names, dates, alternatives and anything that sounds like a promise. “We could review it Friday” is not a Friday deadline. Suggesting an owner is not the same as someone accepting the task.

If the record is unclear, ask the people involved or mark the point as open. Don't quietly turn a possibility into a decision. Safer wording: “Friday was proposed for review; the designer still needs to confirm.”

• Keep proposals and final decisions visibly separate.
• Write “not agreed” when a deadline or owner is missing.
• Ask whether anything you left out would change how the decision reads.
• Confirm the recipient should see everything you plan to share.

Choose who gets access

Click Share in the meeting header. You can invite people by email, share with the whole workspace, share with workspace groups on Business and Enterprise plans, or create a public link.

Anyone with a public link can open it. They see Notes and Conversation but can't edit the recap, so review both panels before you turn it on.

If the meeting includes things that should stay within a small group, share with specific people. A short handoff doesn't make the full meeting safe to expose. Think about everything recipients can open, not just your message.

Make the next action easy to find

Add a short note: why they're getting this, what needs their attention, and where to send corrections. For example: “Please check the asset list and confirm whether the two missing screenshots can be ready for the next review.” Put the request before the background.

If someone needs the conversation text elsewhere, use Export Transcript. You can copy it, or download it as PDF, Word or Markdown. This exports the transcript, not your custom recap. Keep the final record wherever your team usually works, and update it when decisions change.